Business Copiers, Printers & MFPs for Colorado Workplaces

Can’t find that electronic copy of the important document, but still have the hard copy?  Even worse, maybe your computer crashed and you lost it- but still have a printed copy in a file.  Well, what do you do when you need to email that file to someone, asap- and its 100 pages!  “It will take me forever to re-type that”….   Don’t panic!  All you need to do is use your copier to scan it to your computer and let Personal Paperless Document Manager (PPDM) do the rest.   Within minutes you can recover that file back to it’s original state and make it more robust by adding a searchable feature to it.   But it doesn’t stop there!  You can combine that document with other formats (Word, Excel, Power Point, Images, PDF’s & More), you can covert that file to a form, you can add bates stamping, you add more pages and reorganize page layouts by drag and drop, you can do document redaction, add document security (even add print security as well!), create document routing, user workflows and more!

We see this all the time, it is a very poor industry practice that many people can easily become victim to by “upgrading early”.  Sometimes vendors will do this by offering a new machine or “special deal” while the customer still has a few years left on an existing lease. Rolling an old lease into a new lease is simply stacking old debt on top of new debt and putting the chips in the banks favor, not yours. The only time(s) you should roll an existing lease into a new one is when you have outgrown the volume of your current machine, you are growing rapidly or you only have a few months left and want new equipment and the remaining stream of payments is not drastic.  Be sure you know every term and limitation of you new agreement. We ALWAYS inform our customers of these terms so there are no surprises like this one, which have this type of outcome. [10:28:13 AM] Visitor 1: [New Request] Proactive prompt: Hello, thank you for visiting. Can I help you in any way? I am shutting down my business and have 3 years left on my lease.  I need to find a company to take over the lease. Eric J.: ok….sorry to hear that  Eric J.: what kind of machine is it Visitor 1: I have a Kyocera TA250CI. Can your company help in any way? Eric J.: what state are you in Visitor 1: Ohio Eric J.: I can try to help you, we do not service Ohio but I can still help if you wish.  How much are the monthly payments Eric J.: and is service included in the contract Visitor 1: $492 Visitor 1: Yes Eric J.: if you can send me the actual lease I can look at it and tell you if we can take it over Visitor 1: Thank you. I will now. Visitor 1: I just emailed it to you. I will stay on the chat. Eric J.: ok  Eric J.: got it, looking at it now Visitor 1: ok Eric J.: where is the service part of this lease (that talks about copy count included, etc) Visitor 1: I just emailed Eric J.: ok Eric J.: Ok so I understand this correctly, you are paying 492.00 per month PLUS the invoice for service right? Visitor 1: Yes. You are right. I do pay extra for service. Eric J.: ok.  This is very high…when you signed this lease, did you roll in an older lease agreement? Eric J.: or was this a brand new lease with no prior commitments added to it? Visitor 1: I was already in a lease and then signed this one. I’m not sure if it was rolled in or not? I believe they cancelled it and restarted this one. Eric J.: OK, that makes sense and explains why it is so hi.  Was your older lease up or did it still have time left on it? Visitor 1: I still had time left. In fact, it was set to end in the next few months. Eric J.: ok.  Because of that and the out of state issue, here is what I would do Eric J.: We cannot assume this lease and because of your prior roll in, the amount is extremely high, which puts you in a terrible position because anyone looking for a 250ci right now can buy one new for 165 per month on the same lease term! Eric J.: add service and they are at $371.00;  your current is 449.00 and does not even include the service.  You are in a position where there is no advantage for anyone to assume your lease whatsoever.  It would of made more sense to pay off your old lease instead of rolling it in.  This is where people fall victim to stacking. Eric J.: I hate to tell you that, but you are in a really bad spot right now Visitor 1: What are your thoughts? I did not personally sign for the lease. Eric J.: I would try to pay it off, if you walk away from it, you will be subject to the legal proceedings stated in your lease…. Eric J.: I would try to pay it off every month Visitor 1: ok. Thanks for the info.  I cannot believe this and have no idea how we got ourselves into this situation.  While it is not good, I do appreciate it. Eric J.: yea…sorry for the bad news. Visitor 1: [Visitor disconnected from chat (18 min)]

When you’re shopping for a copier, printer, or multifunction printer (MFP), one of the smartest questions you can ask isn’t “What’s the price?” but rather, “What’s the total cost of ownership?” That one shift in thinking—from initial price tag to long-term investment—can save your Colorado business thousands of dollars over the life of your device.

At ABT, we’ve worked with companies across Denver, Colorado Springs, Fort Collins, and beyond, and we hear this question time and time again. Why? Because savvy business leaders know that the lowest upfront cost doesn’t always equal the best value.

Let’s dive deep into what TCO really means and how you can make a more informed decision when it comes to your next print device.

---

What Is Total Cost of Ownership (TCO)?

TCO refers to the combined cost of purchasing, operating, and maintaining a copier or printer over its full lifecycle. This includes not just the machine itself, but all the related expenses—some of which are easy to overlook.

A comprehensive TCO evaluation typically includes:

• Initial purchase or lease cost

• Supplies (toner, ink, paper, staples)

• Maintenance and service agreements

• Energy consumption

• Downtime or productivity loss

• Software or network integration costs

• Replacement parts and repairs

Whether you’re a small business in Boulder or a healthcare facility in Greeley, understanding these factors can help you choose the right equipment and avoid surprise expenses down the road.

---

1. Purchase vs. Lease: What’s More Cost-Effective?

You may start with the question: “Should I buy or lease?”

• Buying makes sense if you prefer to own the asset outright and have the capital to invest upfront.

• Leasing is ideal if you want to preserve cash flow, keep technology current, and bundle service into a monthly payment.

In many cases, Managed Print Services (MPS) through providers like ABT can include leasing, maintenance, toner, and remote monitoring in one predictable monthly fee—simplifying your TCO planning.

---

2. Supplies: Toner, Ink, and Paper Costs

One of the biggest contributors to TCO is consumables. The cost of toner, ink cartridges, and paper can vary wildly between models and brands.

Consider this:

• Some low-cost inkjet printers might be affordable upfront but require expensive cartridges that need replacing frequently.

• On the other hand, business-grade laser printers or MFPs from brands like Kyocera or Canon offer high-yield toners, reducing the cost per page.

For example, a Kyocera ECOSYS printer uses long-life components that can significantly reduce your cost per page compared to consumer-grade models.

🔍 Pro Tip: Always ask for the device’s cost-per-page for both black-and-white and color printing. This number reveals how much each print will truly cost over time.

---

3. Maintenance and Service Agreements

Colorado businesses often operate in environments where downtime simply isn’t an option. Whether you’re in a legal office in downtown Denver or a manufacturer in Loveland, printer or copier malfunctions can bring productivity to a halt.

That’s why it’s critical to understand:

• What’s included in your service contract?

• Are parts, labor, and technician travel fees covered?

• How fast is the average response time?

• Is preventative maintenance included?

At ABT, we pride ourselves on offering same-day service in most Colorado metro areas, with proactive monitoring to catch issues before they interrupt your workflow. This kind of reliability isn’t just a convenience—it’s a cost saver.

---

4. Energy Efficiency: The Hidden Utility Expense

Energy consumption is another overlooked factor in TCO. Some devices, especially older or consumer-grade units, can draw significant power, especially when idle.

Look for ENERGY STAR® certified devices and consider features like:

• Sleep mode

• Automatic power-off timers

• Low heat fusing technology (common in newer Kyocera and HP models)

Over several years, a more energy-efficient MFP can trim down your electric bill—an especially smart move for large offices with multiple devices running around the clock.

---

5. Productivity Loss: The Cost of Downtime

When a copier or printer goes down, so does your team’s efficiency. Consider these hidden productivity costs:

• Employees waiting in line for a single printer

• IT teams pulled away to troubleshoot print issues

• Delayed reports, proposals, or invoices

• Missed deadlines or failed client communication

Even 15 minutes of downtime a week adds up to over 13 hours per year—per employee.

That’s why uptime and reliability play a huge role in true TCO. A slightly higher upfront investment in a commercial-grade MFP can yield huge dividends in uninterrupted productivity.

---

6. Integration and Compatibility Costs

Today’s copiers and printers are more than output devices—they’re smart document hubs.

If your team uses:

• Google Workspace or Microsoft 365

• Dropbox, SharePoint, or OneDrive

• Secure print release or badge authentication

• Workflow automation tools

…you’ll want a device that integrates seamlessly with these platforms. Customizing or retrofitting a machine that doesn’t offer native compatibility can add unexpected costs and delays.

MFPs from brands like Canon (imageRUNNER Advance) or HP (Enterprise series) often come with pre-built integrations and open APIs to support easy deployment—saving time and IT resources.

---

7. Life Expectancy and Resale Value

Finally, TCO includes how long the machine will last and whether it retains value.

Business-class printers and MFPs are built for high-volume use. Devices from trusted brands like Kyocera, Canon, Epson, and Xerox often last 5–7 years or more when properly maintained.

In contrast, consumer-grade printers may fail within 2–3 years, requiring full replacement. That’s not just wasteful—it’s expensive.

Bonus: Some commercial devices retain resale or trade-in value, reducing your cost of upgrade down the line.

---

How ABT Helps You Lower Your Total Cost of Ownership

At ABT, we help Colorado businesses make smarter purchasing decisions—not just based on what’s cheapest, but what delivers the best value long-term.

Here’s how we reduce your TCO:

• Free print environment assessments to match you with the right device

• Tailored service agreements with rapid local response times

• Remote monitoring to auto-ship toner and detect issues before they become problems

• Energy-efficient and high-yield options from top brands

• Flexible leasing and financing options to keep costs predictable

---

Conclusion: Think Long-Term, Not Just Low Price

Before you invest in your next copier, printer, or MFP, ask the right question: What will this cost me over time—not just today?

When you understand the true Total Cost of Ownership, you avoid unpleasant surprises and make a smarter, more strategic choice that fits your business’s workflow, budget, and future growth.

Ready to explore copier or printer options with full transparency around TCO?
👉 Contact ABT today for a free consultation or on-site print assessment.

Choosing the right copier or printer can be overwhelming—especially when you’re faced with dozens of brands, models, and features. One of the most important questions Colorado businesses ask before making a purchase is:

“Which model best fits my business size, usage, and industry?”

It’s a great question—and a necessary one. A real estate agency in Denver has very different print needs than a medical practice in Colorado Springs or a construction firm in Greeley. At ABT, we’ve helped businesses across the Front Range and Western Slope find print solutions that fit their workflows—without overbuying or under-equipping.

In this post, we’ll break down exactly how to match the right device to your business, based on key factors like team size, page volume, print quality needs, and industry-specific functionality.

---

1. Start with Business Size & Page Volume

The size of your team and the number of pages you print each month is one of the most important factors in choosing the right device. Here’s a quick breakdown:

Small Office (1–10 users / <2,500 pages per month):

• Recommended: Entry-level or mid-range MFPs from HP, Kyocera, or Canon

• Features to prioritize: Low footprint, wireless printing, scan-to-email, duplexing

• Example Models:

  • Kyocera ECOSYS M2040dn

  • HP Color LaserJet Pro MFP M479fdw

  • Canon imageCLASS MF656Cdw

These machines are great for basic tasks—copying, scanning, and occasional color prints—without the higher operating costs of larger commercial units.

---

Mid-Size Business (10–50 users / 2,500–15,000 pages per month):

• Recommended: Mid-range to high-volume MFPs from Canon imageRUNNER, Kyocera TASKalfa, or HP Enterprise series

• Features to prioritize: Larger paper capacity, advanced security, mobile/cloud printing, secure print release

• Example Models:

  • Kyocera TASKalfa 4054ci

  • Canon imageRUNNER ADVANCE DX C3835i

  • HP LaserJet Enterprise Flow MFP M635z

This range supports heavier workloads, better integration with digital workflows, and more robust finishing options like stapling and hole punching.

---

Enterprise or High-Volume Departments (>50 users / 15,000+ pages per month):

• Recommended: Production-grade or departmental MFPs from Xerox, Canon, or Epson WorkForce Enterprise

• Features to prioritize: High-speed output, workflow automation, booklet creation, advanced finishing, multi-tray capacity

• Example Models:

  • Canon imagePRESS Lite C165

  • Epson WorkForce Enterprise WF-C21000

  • Xerox AltaLink C8155

These machines are powerhouses built for performance, ideal for marketing teams, schools, law firms, and print-heavy industries.

---

2. Understand Your Primary Use Cases

Do you need color or just black & white?

• Color devices are great for marketing materials, presentations, or client-facing documents.

• Monochrome (B&W) is more cost-effective for internal documentation or legal paperwork.

Will you scan or fax regularly?

• Opt for MFPs with high-speed duplex scanning and automatic document feeders (ADF).

• Look for models with scan-to-email, cloud, or network folder features for streamlined workflows.

Do you need finishing features?

• Stapling, hole punching, booklet making, and collating are essential for industries like education, legal, or finance.

• Devices like the Canon imageRUNNER ADVANCE series or Kyocera TASKalfa line often offer modular finishing options.

---

3. Match the Device to Your Industry

Every industry has unique needs. Here’s how to choose based on your sector:

Legal Firms (e.g., Boulder, Denver):

• Key Features:

  • Secure printing with PIN or badge release

  • Scan to PDF/A for legal archiving

  • Bates stamping, high-resolution scanning

• Top Picks: Canon imageRUNNER, Kyocera TASKalfa with DMS integrations

Healthcare (e.g., Colorado Springs, Aurora):

• Key Features:

  • HIPAA-compliant printing and scanning

  • User authentication and audit trails

  • Barcode and ID scanning

• Top Picks: HP Enterprise MFPs, Canon DX series with Cerner/Epic integration

Real Estate & Architecture (e.g., Fort Collins, Vail):

• Key Features:

  • High-quality color output for brochures and floorplans

  • Mobile print support for remote teams

  • Large-format capabilities (if needed)

• Top Picks: Epson WorkForce Enterprise, Canon imagePRESS, HP DesignJet (for wide format)

Education / Nonprofits:

• Key Features:

  • Budget-friendly with low cost per page

  • Print accounting for tracking usage

  • Easy usability across departments

• Top Picks: Kyocera ECOSYS, Canon imageRUNNER Advance, Xerox VersaLink

Construction & Field Services:

• Key Features:

  • Durable MFPs with fast scanning for contracts, permits

  • Mobile/cloud access for field teams

  • Integration with project management platforms

• Top Picks: Kyocera rugged models, HP MFPs with cloud connectors

---

4. Consider Your Current & Future Growth

Choosing a device that matches your current needs and scales with your growth is key.

Questions to ask:

• Are you planning to expand to a second office?

• Will your monthly print volume increase?

• Do you anticipate hiring more staff?

Look for MFPs with modular upgrades:

• Paper trays

• Finishers

• Hard drives for storage

• Fax modules

At ABT, we always recommend future-proofing your investment so you don’t outgrow your device in 18 months.

---

5. Integration With Your Digital Workflow

Modern MFPs aren’t just printers—they’re workflow hubs. The right model should plug into your existing systems.

Look for:

• Cloud integration: Google Drive, Dropbox, OneDrive, SharePoint

• Software compatibility: DocuWare, PaperCut, uniFLOW

• Secure Print Release: via badge, card, or mobile app

• Custom workflows: Scan to folder, email routing, automated archiving

Many Canon, HP, and Kyocera models support open platform customization, so your device can evolve with your business processes.

---

6. Mobility, Security, and Remote Access

Especially with hybrid and remote teams becoming the norm across Colorado, you’ll want features that keep everyone connected and secure.

Look for:

• Mobile printing: AirPrint, Mopria, or brand-specific apps

• Remote management: for IT teams to monitor fleets

• Secure access control: password, PIN, or badge release

• Data encryption & hard drive overwrite

HP’s Wolf Security and Canon’s Unified Firmware Platform are great examples of built-in protections.

---

7. Lease, Buy, or Go Managed Print?

Once you’ve narrowed down the model, you still need to decide how to pay for it.

• Leasing allows for predictable monthly costs, with easy upgrades

• Purchasing might make sense for small offices or those with capital to invest

• Managed Print Services (MPS) bundle equipment, toner, maintenance, and support into one monthly cost

ABT helps Colorado businesses evaluate all three options, ensuring you’re not just getting the right device—but the right financial fit too.

---

Conclusion: One Size Doesn’t Fit All—Let Us Help You Customize

Every business has a unique combination of volume, budget, compliance, and workflow needs. The best copier or printer is the one that fits your current reality—and your growth ahead.

At ABT, we specialize in personalized print assessments that take the guesswork out of choosing the right model. Whether you’re in healthcare, law, construction, or education, we’ll guide you toward a solution that balances performance, cost, and scalability.

---

✅ Ready to Find Your Perfect Fit?

Schedule a free print consultation today with a Colorado-based ABT expert. We’ll evaluate your needs, analyze your current usage, and recommend models that align with your goals—without overspending.

---

You’ve narrowed down the models. You’ve looked at the total cost of ownership. But there’s one critical question left—the one that can make or break your experience with a copier or printer:

“What happens when something goes wrong?”

Every business—whether you’re in Denver, Grand Junction, or Colorado Springs—knows that downtime equals lost revenue. A jammed printer, a stalled scanner, or a toner issue may seem minor until it delays an important proposal, invoice, or contract. That’s why one of the most frequently asked questions we hear at ABT is:

“How reliable is your service and support?”

Let’s explore what top-tier service actually looks like and why support quality should be a top priority when choosing a print provider in Colorado.

---

1. Why Service Matters as Much as the Machine

No matter how advanced or well-reviewed a printer is, it’s only as good as the team that supports it. Even high-end models from Canon, HP, Kyocera, or Xerox will eventually require maintenance, toner replacement, software updates, or troubleshooting.

When that moment comes, the last thing you want is to be:

• Stuck on hold with a national hotline

• Waiting days for a tech to arrive

• Losing productivity while your team is idle

At ABT, we believe the service behind the product is what sets a good print experience apart from a frustrating one.

---

2. Local vs. National Support: Why Colorado Coverage Matters

Many national providers offer remote or outsourced support that doesn’t always translate into fast, localized help. In Colorado—especially outside of Denver metro—it’s essential to partner with a provider that understands local logistics and has boots on the ground.

ABT’s advantage:

• Certified technicians based in Colorado, not outsourced from out-of-state

• Same-day or next-business-day service across the Front Range, Western Slope, and mountain towns

• Familiarity with regional variables like altitude, dry climate, and rural connectivity challenges

We know how to keep your equipment running smoothly in your unique environment.

---

3. What to Expect From High-Quality Copier/Printer Support

Whether you’re evaluating a new service provider or comparing quotes, here’s what you should expect from excellent service:

✔️ Fast Response Times

• On-site support within 4–8 business hours is ideal

• Ask about average service response times, not just “target” SLAs

✔️ Remote Monitoring and Proactive Support

• Automatic toner delivery before you run out

• Alerts when parts are wearing down

• Remote issue resolution without a tech visit

✔️ Certified Technicians

• Are the techs factory-trained and certified for your specific brand (Canon, Kyocera, HP, etc.)?

• Do they carry common parts in their vehicle to reduce return trips?

✔️ Clear, Local Communication

• Can you reach a live person quickly?

• Will you get updates and transparency throughout the support process?

At ABT, we assign dedicated account managers and technicians, so you’re not a ticket number—you’re a valued partner.

---

4. What’s in a Good Service Agreement?

Don’t just assume support is “included.” Many businesses sign copier leases with minimal or unclear service contracts.

Here’s what a strong service agreement should include:

ABT offers all-inclusive service contracts that give Colorado businesses peace of mind—so you’re never surprised by a repair bill.

---

5. Uptime Guarantees and Performance Benchmarks

Some providers (like ABT) go a step further by guaranteeing uptime or performance metrics in your contract.

Ask about:

• Uptime guarantees (e.g., 95–98%)

• First-call fix rates

• Satisfaction or replacement policies

• Quarterly performance reviews

We regularly meet with clients to review usage stats, maintenance history, and identify ways to optimize your print environment. This isn’t just service—it’s partnership.

---

6. Industry-Specific Service Expectations

Different industries have different priorities when it comes to print support.

Legal & Finance (Denver, Boulder):

• Security patches and firmware updates for compliance

• Fast retrieval of scanned documents

• Minimized downtime for time-sensitive filings

Healthcare (Colorado Springs, Fort Collins):

• HIPAA-compliant service records

• Secure print authentication

• Immediate support for EHR-connected devices

Education / Nonprofits (Aurora, Pueblo):

• Budget-friendly support plans

• Onsite visits during critical school hours

• High-volume support for student labs or faculty offices

Construction & Field Services (Grand Junction, Greeley):

• Durable hardware troubleshooting

• Remote location access

• Mobile scan and print support

Your provider should not only understand your machine—but also how you use it within your industry workflows.

---

7. Remote Work and Hybrid Office Support

More Colorado companies are operating in hybrid or decentralized models, which means your copier support team needs to:

• Assist with remote printing setup

• Manage cloud connectors and secure scan-to-email

• Support VPN-connected devices

• Troubleshoot across multiple locations or home offices

ABT’s support covers in-office and remote environments, ensuring seamless operation no matter where your team is located.

---

8. Support You Can Trust—From People You Know

We often hear from new clients who previously worked with vendors that:

• Didn’t answer support calls promptly

• Sent different techs every visit (with no knowledge of past issues)

• Overcharged for “emergency” repairs or toner refills

That’s why ABT offers:

• Real-time technician tracking

• Service history logs for every device

• Toner usage tracking to prevent overstock or waste

• Friendly, locally-based support teams who know your business by name

Our proactive service model means we often catch problems before you even notice them—and that keeps your business moving.

---

Conclusion: Don’t Just Buy the Printer—Buy the Partnership

When choosing a copier or printer, service isn’t just a side benefit. It’s a core part of the investment. You want a device that prints smoothly, sure—but more importantly, you want a team ready to jump in when it doesn’t.

At ABT, we offer Colorado-based service and support tailored to your needs, industry, and print environment. Whether you’re a small office in the Highlands or a healthcare provider in Durango, we’ve got your back with local techs, transparent agreements, and a commitment to uptime.

---

✅ Want to experience service that actually delivers?

Contact ABT for a free print assessment or a service contract review. Let us show you how reliable, local support can transform your print operations.